How will you fight for an AIDS-free generation?

As a member of the EGPAF Tanzania Operation Team, assume responsibility for managing outgoing contracts, grants, and sub-agreements to support EGPAF Tanzania projects management by ensuring compliance with the rules and regulations of the project donors, EGPAF, and those from the Government of Tanzania.

No two days are alike at EGPAF, but what can you expect in this role?

Compliance review, monitoring, and support

• Participate in developing compliance review plans with the project grant coordinator and ensure they are properly implemented.
• Facilitation and execution of compliance review at least twice a year for each partner as per Grants under contract management plan.
• Facilitation and execution of risk assessment on an annual basis and pre-award assessment to new partners.
• Advise the technical leader on any potential risk within the respective portfolio.
• Track and ensure all outstanding compliance findings are addressed and resolved in a timely manner as per the grant under contract management plan.
• Provide updated property register of all assets and inventories within the portfolio to the technical leader during the compliance review visit.
• Advise the technical leader on the audit requirement for all sub-grantees under the respective portfolio on an annual basis as per USG rules and regulations by filling out the audit questionnaire.
• Ensure a sustainable technical relationship between EGPAF and the Grants under contract recipients.
• Monitor Grants under contract recipient performance to ensure compliance with the terms and conditions of Grants.
• Provide ongoing assistance to Grants under contract recipients to administer their agreements compliant with all terms and conditions.
• Manage the Grants under contract close-out process.

Documentation and Communication

• Track and document all relevant and necessary information using the documentation guideline.
• Keep files updated in both hard copies and electronically in the country sharing drives and in the applicable systems.
• Proactively and professionally communicate with colleagues and partners on the information ready to be shared.
• Facilitate documentation of the Grants under contract in the hands of the recipients under the respective portfolio.
• Communicate and document any conversation and/or written information to a supervisor, colleagues, and partners.
• Provide weekly updates and plans as per the monitoring and support tracker.

Cash Flow Management

• Facilitate that all Grants under contract recipients in the portfolio have cash in hand to implement activities throughout the project life.
• Submit all cash requests for each Grants under contract recipient on a monthly basis and in a timely manner as per SOP.
• Monitor Grants under contract recipients' expenses on a monthly basis by providing financial analysis and BTA on the 10th of every month.
• Collect and review supporting documentation from the Grantees on a monthly basis and provide respective reports on a timely basis.
• Advise the technical leader on the cash flow risk within the portfolio.
• Track all wire transfers made to the Grants under contract recipients and collect all receipts and file accordingly.
• Realistically and accurately facilitate the projection of the cash for Grants under contract recipients under your portfolio on a quarterly basis as per SOP.

Contract

• Ensure each Grants under contract recipient has an active contract at all times by monitoring and tracking all modification requirements.
• Ensure Grants under contract recipients adhere to contractual and donor regulations at all times through the capacity facilitation plan.
• Facilitate the Pre-Award assessment process and ensure organizations have the capacity to appropriately manage a Grants under contract.
• Provide a technical justification of selection and cost analysis of the proposed Grants under contract.
• Work closely with contractual, financial, and technical staff and provide guidance as necessary on Grants under contract requirements.
• Advise on the need for modification of any Grants under contract on your portfolio.
• Address problems or concerns with the management of Grants under contract in a timely and effective manner.
• Advise on the proper funding mechanism of the respective portfolio.

Capacity Facilitation

• Facilitate technical assistance in trainings on applicable URT, USG, Grants under contract, EGPAF, and donor regulations and financial management to recipients including, but not limited to - Startup Training, Initial Training, Orientation of Grants under contract recipients, Renewal Workshops, and Annual Trainings.
• Provide technical assistance to GUC recipient key personnel on the daily administrative and financial procedures.
• Proactively build your portfolio capacity by providing onsite training on a needs basis.
• Continually learn new developments in project management and Grants under contract management.
• Orient and critically learn at least two key policies of A&C and share with your colleagues.

Other Duties

• Work as a team player with colleagues and demonstrate a positive attitude and readiness to offer support as needed.
• Continually advise on tools, SO, Checklists, policies, and ideas to support continuous learning and improvement.
• Plan and report all quarterly activities with the project office plan with the administrative supervisor.
• Provide support to other Grant officers, supervisors, and other colleagues as advised by the supervisor.
• Facilitate the regional acceleration strategy as assigned by the supervisor.

To be successful, you will have:

• Minimum of three years’ experience in US Federal funded grants/contracts administration and management.
• Bachelor’s degree in Business or other related field required.
• Project management experience.

Bonus points if you have:

• Prior experience in business management or financial administration of federally-funded programs.
• Data management experience.
• Prior experience with international non-profit organizations preferred.
• Excellent communications skills (oral and written), including editing and proofreading.
• Proficient computer/software skills, including command of Word and Excel.
• Excellent organizational skills, ability to work independently, assess priorities, and manage a variety of activities with attention to detail.
• Ability to interact professionally with staff, applicants, and sub-recipients.
• Willingness to travel in Tanzania and throughout the region.

Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) is on a mission to create a world where no mother, child, or family is devastated by HIV and AIDS, and we are making an impact. We are a proven leader in the global fight to end HIV and AIDS and an advocate for every child to live a full and healthy life into adulthood. For more than 30 years, EGPAF has been a leader in meeting urgent needs in pediatric HIV and AIDS in the world’s most affected regions. We carry out our values of passion, innovation, teamwork, leadership, integrity, excellence, and equity every day while maximizing our impact in the communities we serve. Join us in our fight for an AIDS-free generation!

The Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) began supporting HIV and AIDS programming in Tanzania in 2003 and established a country office in 2004. Ever since, in close collaboration and partnership with the Ministry of Health Community Development, Gender, Elderly and Children and President's Office Regional Administration and Local Government, EGPAF expanded scope to support quality comprehensive and integrated HIV, GBV, TB, and Family planning services in the supported regions. Recently, EGPAF in collaboration with consortium partners Amref Health Tanzania, Engender Health, D-tree International, and Matchboxology won the U.S. Agency for International Development (USAID)/Tanzania Afya Yangu Northern is designed around client-centered approaches to address gaps in HIV, TB, and Family Planning (FP) service delivery while continuously building and transferring the capacity of local stakeholders for sustainable and country-led ownership. USAID Afya Yangu (My Health) Northern will focus intensely on direct service delivery across all regions in the early project years, ensuring that gaps to epidemic control are identified, and tailored solutions are designed to meet the needs of vulnerable populations.

As a global, multinational, and multicultural organization, EGPAF believes that diversity in the workplace enriches our work and enhances our impact and effectiveness. We believe that employees have the right to work in a climate of mutual respect and integrity that promotes dignity and respect for all, and that enables them to reach their full potential. The Foundation is committed to advancing diversity, equity, inclusion, and belonging (DEI&B).

EGPAF is an equal opportunity employer and affords equal opportunity to all employees and applicants for employment regardless of race/ethnicity, color, religion, sex, national origin, age, disability, or genetics. In addition to country law requirements, EGPAF complies with US laws governing nondiscrimination in employment in every location in which the Foundation has facilities.

The Foundation does not charge any fees at any stage of the recruitment process. If you are asked to pay a fee at any stage of recruitment, please contact fraud@pedaids.org.

HOW TO APPLY

EGPAF is an equal opportunities employer and the position is open to all. Qualified candidates should submit a CV, cover letter, and relevant certificates explaining how the experience detailed in the CV will contribute to the requirements of the position and references to EGPAF.

Submissions to be sent to the below Link:

Link to job posting: https://phe.tbe.taleo.net/phe02/ats/careers/v2/viewRequisition?org=PEDAIDS&cws=41&rid=3233

Or via

www.pedaids.org/careers

Closing Date: August 30th, 2024

Only shortlisted candidates will be contacted.